GeorgiaFIRST Financials New Features and Workflow Enhancements

GeorgiaFIRST Financials Getting Ready for PeopleSoft 9.2 General Ledger Julie Thompson

Agenda New Features Revised Configuration Updated Processes and Reports

New Features Budget Pre Check Available in Purchasing, Payables, General Ledger, Budget Journals Checks transactions against the applicable budget, but does not actually record the encumbrance or expenditure. Transaction will go to Provisionally Valid (P) We are planning to enable this functionality, but we need to ensure that no current custom processes or reports will be affected. May need to be Phase 2 .

New Features GL Workcenters

New Features GL Workcenters can be personalized

New Features GL Workcenters F92MNT F92VAN

New Features GL Workcenters Email suggestions to julie.thompson@usg.edu Groups are currently My Work, Links, Queries, and Reports/Processes

New Features Workflow Approval Framework Journal Workflow is more flexible, no accidental self approval

New Features Workflow Approval Framework

New Features Workflow Workflow can be used for Budget Journals Options for Control Budget Journals can be different than non-Control budgets For more details on Journal Workflow, attend Shelia Sloan s session coming up next in this room.

New Features PO Closing entries PO Quantity of 3, Unit price is $25.00, Budget Ref is 2014 Vouchered Quantity of 2, PO was then closed. In this example, $25.00 becomes surplusable funds. Current 8.9 KK_ACTIVITY_LOG

New Features PO Closing entries Version 9.2 KK_ACTIVITY_LOG -This should make surplus reporting a bit easier. We re evaluating surplus reports and queries now and will make adjustments accordingly.

Other New Features Allow exclusion criteria on Allocation Pool and Basis Combo Edits are enforced in Asset Management and Expenses Combo edits in AP and PO display Combo Edit rule violated T-Accounts (Projected Balance) on journals

Ledger Configuration No change to ACTUALS, CAPITAL, or GAAP ledgers Changes to Commitment Control Ledgers: Project budgeting in ORG and APPROP Budget Reference vs. Budget Period

Commitment Control Ledger Configuration In General Ledger and Commitment Control, budgeting for projects has been confusing: What ledgers are projects tracked in? Where should we budget? Version 9.2 gives us the ability to add a field to the budget definition as Optional . This allows us to use the APPROP and ORG ledgers to track project budgets and to use the PROJ_GRT and PRMST ledgers for restricted funds only.

Commitment Control Ledger Configuration (cont.) Expense - Current APPROP PRMST_EXP Funds: 10000 10500 10600 10900 11xxx 12xxx 13000 14000 15000 16000 50000 ORG PROJ_GRT Anything with a project_id, so both projects and grants are tracked here DETAIL

Commitment Control Ledger Configuration (cont.) Expense - Proposed APPROP PRMST_EXP Add project_id as optional field to APPROP, ORG Fund 20000 only Funds: 10000 10500 10600 10900 11xxx 12xxx 13000 14000 15000 16000 50000 ORG PROJ_GRT Make Budget_Ref optional? DETAIL

Commitment Control Ledger Configuration (cont.) Revenue - Current Only carries project_id REVEST PRMST_REV Funds: 10000 10500 10600 10900 11xxx 12xxx 13000 14000 15000 16000 20000 50000 Projects and grants DETAIL

Commitment Control Ledger Configuration (cont.) Revenue - Proposed Add project_id as optional for fund <> 20000 Only carries project_id field REVEST PRMST_REV Add project_id as required for fund 20000 Fund 20000 only? Funds: 10000 10500 10600 10900 11xxx 12xxx 13000 14000 15000 16000 20000 50000 DETAIL

Commitment Control Ledger Configuration Proposed changes vetted through Budget Issues Committee (BIC) and Chief Accounting Officers (CAO) group Concerns ? Questions?

Commitment Control Configuration Budget Reference vs. Budget Period The customization that is currently in place uses PeopleCode to sync Budget Reference to Budget Period Budget Ref Budget Date Budget Period 2015 9/5/2014 2015 This was done in order to carry the Budget Year in the LEDGER table, since Budget_period is not a field in LEDGER

Commitment Control Configuration Budget Reference vs. Budget Period We do still need Budget_ref, but we do NOT need to try to keep the Budget_ref and Budget_period in sync, as Budget_ref appears in both LEDGER_KK and LEDGER Removal of customization, plus changes to the Budget Definitions to not use a Budget Period calendar

Commitment Control Configuration In LEDGER_KK Current 8.9 Proposed 9.2

Commitment Control Configuration Transactional processing Current 8.9 Proposed 9.2

Commitment Control Ledger Configuration Impacts to you: Institutional queries may need to be updated to use the Budget Reference (budget_ref) field in the criteria When running PS delivered reports, users will need to remember to select on Budget Reference field, instead of Budget Period Users entering transactions including Requisitions, Purchase Orders, Vouchers, Travel Authorizations, Expense Reports, Journals, and Budget Journals will need to enter the Budget Reference field directly. (Combo Edits will enforce this)

Commitment Control Ledger Configuration Benefits: No modification to retrofit in this upgrade and future upgrades Prior Year expenditures can be allocated via delivered Allocations process Spreadsheet journal upload will retain Budget Reference entered No discount lost DBIs on vouchers Simpler because Budget Reference is considered a chartfield, it will copy down like other chartfields, you can use search criteria and change values functionality on journals, etc.

Commitment Control Ledger Configuration So, what happens at upgrade? A transaction without a Budget Period won t budget check against a budget with a Budget Period and vice versa

Commitment Control Ledger Configuration Changes will be effective beginning with Budget Reference 2016 Backdating transactions into FY 2015, users will need to change both budget_ref and budget_dt Using Budget Period, no modification, budget date will default to 2015 date Fiscal Year 2015 Fiscal Year 2016 PS 8.9 PS 9.2 Using Budget Period, modification in place Not using Budget Period, no modification

Questions?

Configuration KK Security Current 8.9 An active Security Event is an event for which the user s setup in Commitment Control security will be validated. If a security event is not active, then Commitment Control security does not care.

Configuration KK Security Proposed 9.2

New Processes Phone Bill Fit / Gap Committee agreed that using the Allocation process to charge phone expenses was a satisfactory solution The allocation would use number of phones or number of employees to calculate departmental charges The number of phones or number of employees can be stored in a statistical account

New Processes ENCUMB ledger build Adding step to automatically delete cash encumbrances before building ENCUMB ledger Adding logic in App Engine to continue to build a Fiscal Year until it s hard closed. (this is mostly a benefit to us)

Reports Budget Activity Report Removing Future Periods row Fixing overlapping of columns Merging in Project Budget Progress report If only project prompt used, then group by project_id (as largest group) otherwise, group by fund and deptid as normal Opinions?

Reports Grant Budget Activity Report Removing Future Periods and Prior Periods rows Allowing wildcard for Budget Reference field Trying to move Overall Grant budget (PRMST) down to body of report for clarity (similar to how APPROP and ORG are in the Budget Activity Report)

Reports Ledger History Report Combining 3 reports into one SQR Improving descriptions Adding column for transaction type

Reports Grant Bill Adding additional detail to the Grant Bill Adding option for whose name is used for signature (PI, Accountant, Invoice Approver) Adding option for printing detail transactions (additional page with the bill)

Random Tips of the Day My Personalizations > Navigation Personalizations You can turn off the Auto-Complete functionality for all pages. This can also be done at the Component and Page level by going to the Personalize Page link from the page. You can also set the Drop Down Menu to be permanently sorted alphabetically (Ascending or Descending)

Questions?

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